Office Administrator

1 week ago

Waterdown, Canada Garden Grove Full time

**Position Summary**:
The Office Administrator is a key support role to the various functions of the business office team. This role assists in all front office functions, is often the first point of customer contact, and provides ongoing customer service through problem solving, analyzing challenges, providing solutions, and completing jobs in a timely manner.

**Responsibility**:

- Customer Service
- Contract Administration / Support
- Office Administration

**Result**:

- Company is represented competently and professionally.
- High level of interdepartmental support.
- Highly organized, utilizing time efficiently.

**Metrics to Measure Results**:
Success in this position will be measured by:

- CRM Reports: Thorough customer data entry, response time, and accuracy in sales tracking
- Timeliness of interdepartmental support ie: invoicing, project work orders, reconciliations, production schedules completed within predetermined timeframes.
- Technology: Demonstrated proficiency using all software and technologies.
- Performance Reviews: Conducted by direct manager with feedback to support objectives with other departments as set out in this description.

**Detail Overview of Responsibilities**:
**Exceptional Customer Service**:

- Provide a high level of business professionalism and excellent customer service.
- Lead and facilitate the resolution of customer problems or concerns and redirect them as required.
- Proactively assist management in resolving issues with customer service when needed.

**Contract Administration**:

- Support Sales Team in preparing estimates, proposals, contracts, and renewals.
- Support Account Managers and Operations with other duties around client contracts and details as needed.
- Support Account Managers and Operations with sales initiatives including estimating, work orders, purchase orders, planning, logistics, materials/inventory supply management and job costing.
- Provide customers with WSIB Clearance and Insurance Certificates as requested.
- Provide general and accounting administrative support as required.
- Document procedures, processes, and policies.

**Administration**:

- Set up Health & Safety meetings, complete meeting minutes and distribute, ensure required safety positions are filled.
- Managing the vehicle and equipment maintenance schedule - ensuring scheduled maintenance, licensing and safety certifications and repairs are complete, truck logs are available and maintained.
- Assist Office Team in Employee Recruiting Procedures including job postings and platforms ie. Bamboo, Indeed, Job Fairs, Colleges, Open Houses/Recruiting Days
- Assist Office Team in Hiring Procedures of Onboarding including BambooHR Administration, Job Descriptions, Training, Uniforms, Safety, working with operations re: start days.
- Contractors and Service Providers contact administration, ensuring agreements are complete and requirements and documentation are current.
- Certifications/Memberships/Licensing including ISO 9001 Quality Management Certification, Contractor Check, ISN, Smart About Salt, MOE Pesticide, Operating Permits.
- Maintain office supplies and inventory including Employee Uniforms and PPE, Parts Supplies, the offices, kitchen and washroom facilities.
- Maintain vendor relationships and agreements, Systems, Phones, Technology, Supplies, Deliveries, Logistics.
- Operating Systems with all requirements for Operations, Customer Jobs/Schedule, Task details, Employee and Time management.
- HR Systems with all Training Programs, Greenius, Skills Programs, Apprenticeship Programs, Certification Training.
- Technology needs of our company/staff, office phones/extensions, cell phones, computers.
- Facilities Management and Organization - Company Yard, 5-S Systems.
- Company Planning via Charts, Calendars, Timelines and Deadlines.
- Assist the organizing of Company special events - BBQ’s, Quarterly Parties, client parties, training days, appreciation/recognition program.

**The above list is not inclusive;**
- Contribute to and/or complete special projects as assigned.
- All other duties/responsibilities as required.

**Work Conditions**
- Office environment
- INDHP_

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